If you’re a small team, then recruitment may seem like an exciting change to the usual work activity. Multiply your recruitment by ten and all of a sudden what seemed exciting is now super stressful.
Your onboarding process is important because the longer it takes to get your new employees orientated, the more it hits your bottom line. If you’re in a constant cycle of recruitment, it can be very stressful managing the onboarding process.
With modern work processes, tools, and industry developments there is no need to be stressed out. In this article, we’ll talk you through how to efficiently streamline your onboarding process. By the time you finish this article, you’ll remember the satisfaction that comes from working in Human Resources and creating opportunities for others.
Begin at the Beginning
A streamlined and efficient onboarding process should begin before the candidate is successful. Your recruitment process should be designed to dovetail with your onboarding smoothly. This is important because these HR efficiencies will save you time and duplication of effort.
A good example is gathering supporting documents such as references and copies of qualifications. There is no need to wait until a candidate is offered the job, you should ensure candidates are well prepared with this documentation at the interview stage. Digital copies should be made available and stored on a central drive or using the cloud.
Design Your Workflow
It is a good idea to think through your recruitment process from job advert through to induction training and beyond. Taking a bird’s eye view will help you see how to integrate some of your steps and save time. It will also help you see what information is needed and when.
The more you can standardize your workflow the better it will be. Another important factor is to set deadlines for completing various steps. For example, setting up payroll within the first week will ensure that time tracking processes have the foundation needed to submit information at the month-end.
Control Through Automation
It is true that everyone is an individual and must be dealt with on an individual basis but that doesn’t mean you can’t automate. Complex organizations like NASA are using automation and you will find there is a multitude of processes and communications that your business can also automate. Pre-written templates can be used to save time and then scheduled for delivery.
You might want to synchronize these emails with particular events like the need to sign various HR forms. It could be an automatic email for employees to schedule their own induction training and so forth. There is lots of flexibility in how you may want to do this but the important thing is that you invest in your infrastructure and processes first, which will save you a lot of time in the future.
Time Saving Welcome Pack
A well-thought-out welcome pack can achieve much. Part of onboarding is that your new employee has access to all the things they need in order to be a productive member of the team. In which case, it’s good practice if the welcome pack includes basic but essential information such as who are the key members of staff that can support them in their work.
Provide important contact numbers and explain the process for getting new logins from IT. Basic company culture and the use of amenities in the workplace such as drinking water and other refreshments. Every company is different but the idea is that your welcome pack will take some of the workload off HR and empower the employee to own part of their onboarding process.
New employees mean more paperwork. Contracts, pay-related documents, and the need to sign various forms are part of the norm when it comes to onboarding. Follow the trend and save yourself a headache by digitizing as much of this as possible.
Digital forms can be designed using PDF or even Google-based forms. They are convenient, easily completed, and sent from anywhere. You can track versions and even arrange for them to be digitally signed using digital signature software. Forms can easily be stored and copies sent to the signatory and other key stakeholders.
Let the Tools Do the Work
In the modern age of HR, you don’t need to be drowning in filing cabinets and paper photocopies. Use the tools available to work for you and save you time and energy. There are many ways you can approach this.
You could use tools like ClickUp, Asana, or Google Keep to write tasks and processes and track their timing and completion. You can integrate with calendars and schedule training and other onboarding updates. Better still is to use purpose-designed software like WorkBright that integrates all of these processes in a centralized system.
Onboarding Process Made Easy
In this article, you’ve read about how to efficiently streamline your onboarding process. As you’ve seen there is much you can do to work smarter and more effectively. But you must invest the time in setting up your work processes first.
A general principle is to move away from paper and manual processes. Use digital and automation wherever possible. There are many free online resources you can use to help you achieve this. If you prefer, you can opt for a bespoke software system that brings together all the steps and processes.
This will allow you to track the onboarding of multiple employees without all the stress. You can check out other great articles that match your professional interests or lifestyle on our site.
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